Data protection information for service bookings and accreditation for the European Championships Munich 2022

Welcome to the European Championships 2022 (hereafter referred to as "Munich 2022", "we" or "us"). Thank you for your interest in booking services for the largest multi-sport event in Germany since the 1972 Olympic Games.

This is to inform you to what purpose and on which legal basis we process your personal data the so called personally identifiable information or short PII and which rights you have concerning this data processing if you decide to book any of our services via our Event Management platform, and in case Munich 2022 needs to initiate accreditation proceedings.

Please take the time to read our privacy notice as it contains important information about how we handle your personal data.

Who is responsible for processing your personal data?

Olympiapark München GmbH, Spiridon-Louis-Ring 21, 80809 Munich, phone +49 89 3067 0, fax +49 89 3067 3333, email info@olympiapark.de is the controller for data processing as outlined in Art. 4 No. 7 GDPR, unless otherwise stated.

Who can you contact if you have questions regarding the processing of your personal data or if you believe that the processing of your data by Munich 2022 violates data protection laws?

If you think that our processing of your data violates your data privacy rights, please contact us at privacy@munich2022.com.

Why are your being informed about the processing of your personal data?

The protection of your personal data is your fundamental right. Therefore, we are obligated to process your personal data lawfully, fairly and in a transparent manner. Personal data, as outlined in Art. 4 No. 1 GDPR, is subject to data privacy under the Data Protection Laws of Germany and the European Union. We take into account the data protection requirements of the General Data Protection Regulation, which requires us, among other things, to inform you about which personal data we process, for what purposes, and for how long we do so.

What is personal data?

Personal data concerns all matter of information which makes use of you as an identified or identifiable person, for example your first name, surname, email address, or usage data, such as your IP address or your usage behaviour.

Data protection appropriation

All personal data is used exclusively for the purposes outlined in this privacy notice.

What is the content of this notice?

We have outlined the most important information concerning our typical data processing purposes and clustered it by parties concerned. The word „data“ in this document pertains solely to personal data in accordance with the data protection laws of Germany, and the European Union

What types of data do we process if you just visit our event management platform?

If you visit our event management platform (hereinafter referred to as the "EMS platform" or simply "platform”) for information purposes only, we process your data solely to the extent necessary to best display our EMS platform on your respective device. In principle, it is possible to use the website without providing any personal data.

We say "in principle" because we process your IP address briefly to enable you to view the EMS platform. The IP address, also known as the internet protocol address, is a computer network address which can be used to address and reach web servers or individual end devices. For the data packets which make up our platform to be assembled on your device and displayed as a web page, two IP addresses are required, yours and ours.

Server log data

For our web server to fullfil your data request, it needs to know, meaning "process", your IP address. Each time you visit our website, our system automatically collects data and information from your device and processes it. The data is automatically stored in a so-called log file. This data is not merged with your other personal data. You can find more information about this type of data processing here .

Strictly necessary cookies – functional cookies and performance cookies

We strive to provide you with an optimal and user-friendly visit to our website, as well as offer you individual and unique services, tailor-made for your needs. For this purpose, we use cookies, as well as tracking programs designed to analyse usage data. These provide us with insight and statistics which help us improve our online presence, our communication with you, and to make our services more attractive and relevant for you.

In the Munich 2022’s privacy notice you will find information about which cookies we use for which purposes and how you can prevent cookies from being stored. Cookies are text files that are stored in your internet browser or by your internet browser on your device.

What kind of services can be booked via our EMS platform?

You can use our EMS platform to book Broadcast, Accommodation, and Catering services, to complete the registration procedure for Sport Entries & Qualifications as well as Arrivals & Departures, and to apply for accreditation (hereinafter referred to as the "service" or "services”).

Before using our EMS platform to book a service, complete the SEQ-registration, and/or apply for accreditation, you must create a digital user account on our platform.

Do you have to register in every case?

You have the option of managing your details yourself in your respective user account. Therefore, you must create a digital user account for our Event Management Systems (hereinafter "EMS") or our Workforce Portal.

You must register with EMS in order to use it to book the respective services offered. Our EMS is operated by our partner, Bornan Sports Technology S.L., located at C. Marie Curie 19, 28521 Rivas-Vaciamadrid in Madrid, Spain (hereinafter referred to as the “Bornan”).

You must also register with our Workforce Portal if you are supporting us as an employee of our Local Organizing Committee (LOC), as a volunteer , as an external service provider or contributor, or if you are a Young Leaders participant. Our Workforce Portal is managed and operated by our partner, Rosterfy Ltd, located at 10 John Street in London WC1N 2EB, United Kingdom (hereinafter referred to as the “Rosterfy”).

Both Bornan and Rosterfy process your data on our behalf and according to our instructions within the European Union (EU) and the United Kingdom, respectively, unless expressly directed otherwise. This means that neither Bornan nor Rosterfy, will use your data for themselves, especially not for their own purposes or their own advertising measures.

What types of data do we process when you register?

Upon registration we process your first and last name(s), email address, and a password of your own choosing. We process all passwords exclusively in encrypted form.

However, it is not possible "merely" to register. Registration is always linked to the booking of services. This means that your registration on our platform is linked to your initial booking.

What types of data do we process when you use our EMS platform to book our services?

When you book any of our services via our EMS platform, we process the data that you provided during the booking process. Please refer to the respective form(s) for the specific types of data we process in connection with your booking. The mandatory data requested in each respective form is marked as such.

Booking of any of our services is not possible without the provision of the mandatory data.

We use your data exclusively for processing the respective requests on the basis of the "General Terms and Conditions of Use and Accreditation of the Event Management System for the European Championships Munich 2022" (hereafter referred to as the "Terms and Conditions").

Service bookings can only be concluded and finally confirmed once an accreditation procedure has been carried out. Each accreditation is vetted via a police background check.

In which case(s) do you need accreditation?

You need accreditation if you gain access to security-relevant areas, i.e. your “job” includes working in security-relevant areas or performing security-relevant tasks.

The security of the event and all persons present there is a top priority for us, as well as for the authorities of the State of Bavaria. Together with the Bavarian Police - in cooperation with their supporting partners - we will take all necessary measures to ensure the protection of all events during the European Championships Munich 2022. The accreditation process, including the police background check, is a vital factor in this.

What types of data do we process when you need an accreditation?

Every accreditation is vetted via a police background check. During this process we transmit the personal data required for a police background check, as well as your identification data, to the Munich Police Headquarters.

The data required for the police background check are marked accordingly in the registration form. The following information in particular is processed in connection with accreditation:

 Organisation and function;

Given name(s), surname, maiden name, any other birth name if different from given name(s);

If the identity documents are not written in the Latin alphabet, also (Latin alphabet) preferred given name(s) and surname;

  • Gender;
  • Nationality;
  • If the country of birth does not correspond to the country of nationality also country of birth;
  • Date of birth;
  • ID-Card or Passport number;
  • Sport, sports venue, and pickup location;
  • Provided email address, mobile phone number, and mailing address, and
  • Photo.

This are the data that is transmitted to the Munich Police Headquarters in connection with the police background check. Your data will then be compared to various police files which are maintained for the purposes of threat prevention and criminal prosecution. Please refer to the application form on our accreditation platform for the specific types of data. You can access further information on the police background check process here.

In addition, we process a system-generated internal ID number and a service number. These details enable us to carry out the accreditation in a secure, efficient, effective way, and in accordance with the principle of data minimisation.

Who is responsible for processing your data during the police background check?

The main party responsible for processing your data during the police background check are the Munich Police: Headquarters at Ettstraße 2, in 80333 Munich, email: pp-mue.poststelle@polizei.bayern.de, Phone: +49 89 2910 - 2088.

Who can you contact if you have questions and /or objections regarding the processing of your data in connection with the police background check?

If you have any questions or objections regarding the processing of your data in connection with the police background check, please contact the data protection officer of the Munich Police Headquarters. You can contact them at: Munich Police Headquarters, Data Protection Officer, Ettstraße 2, 80333 Munich, email: pp-mue.bdsb@polizei.bayern.de.

Information on the completion of accreditation

Once the police background check has been completed and accreditation has been granted, we will issue you with a certificate. For this purpose, we will process your first and last name, your date of birth and your photo ID picture as well as your organisation and function. The creation of an accreditation certificate is in our legitimate interest for the smooth operation of our events. Without processing this data, accreditation is not possible.

Information on completing your registration

For each portal, you will be asked to provide the personal information we require for your registration, to agree to the General Terms of Use for the EMS or the Conditions of Participation for the respective Workforce Group, and to confirm that you have been given the opportunity to read these notices.

After completing your respective registration, we will send you an email to the email address provided and ask you to confirm said email address by means of the so-called double opt-in. In this way, we ensure that you have access to the email account specified and that your email address is correct.

Your user account will be activated only after this verification, so you will be able to log in to the respective platform or portal.

We save the time at which you created your user account in order to log your registration and, if necessary, to be able to prove your email verification. Additionally, we store the time of your last login.

The provision of this data is essential for the creation of your user account. We cannot create a user account without the provision of this data. We use this data in order to provide you with your respective user account. The data is stored in your personal central user account. Here you can view it at any time, and change the password. At the time your user account is created, your traffic data, specifically your IP address, will also be processed as described here.

Purpose and legal basis

Registration in the respective platform takes place voluntarily based on your consent pursuant to Art. 6 Para. 1 lit. a, Art. 4 No. 11 in conjunction with Art. 7 Para. 4 GDPR.

The processing of your data in connection with the use of the EMS, or as a participant in the respective workforce group, is carried out in accordance with the respective applicable conditions. The legal basis for this is Art. 6 para. 1 lit. b GDPR.

We have legitimate interest in being able to manage the relevant information about all persons who book services or support us within the framework of the preparation, implementation, and follow-up of Munich 2022 efficiently, effectively and in a data-saving manner. The legal basis for the processing of your data in connection with the provision of a user account in the Workforce Portal is Art. 6 Para. 1 lit. f GDPR.

The processing of your accreditation data serves the purpose of ensuring the security of the European Championships Munich 2022 and all persons present there. In order to be able to fulfil this task, it is necessary that all persons who are granted access to security-relevant areas during the event via their accreditation, or are entrusted with security-relevant tasks, are previously subjected to a police background check. The aim is the early identification and exclusion of persons who pose a significant risk to the European Championships, or the persons present there. This data processing is carried out within the scope of our legitimate interest according to Art. 6 Para. 1 lit. f GDPR.

The transmission of data for police background checks to the Munich Police Headquarters is also carried out within the scope of our legitimate interest according to Art. 6 Para. 1 lit. f GDPR. The deterrence of danger to the participants and visitors of the European Championships Munich 2022, as well as its employees, is in our legitimate interest as well as the aim of the Bavarian Police, and legally stipulated in Art. 2 Para. 1 of the Bavarian Police Tasks Act, the Gesetz über die Aufgaben und Befugnisse der Bayerischen Polizei (hereinafter referred to as “PAG”). The processing of data by the Bavarian Police is based on Art. 60 a Para. 1 Sentence 1, 2, and 3 No. 1, and 5, Sentence 4, Para. 2, and 3 as well as Articles 54 et seq. of the PAG.

There is no obligation to provide us, and therefore the Munich Police Headquarters, with your data. However, without the required information, and specifically without the police background check (including the transfer of your data to the Munich Police Headquarters), no accreditation can be issued to you. During the current accreditation procedure, you have the option of contacting us at any time and withdrawing your application.

Retention and purge

You have the option of cancelling your user account at any time. The expunction of your account will be considered a withdrawal of your accreditation as well as your booking requests. Your data will subsequently be purged if it is no longer needed for the purposes for which it was processed. This is generally the case after Munich 2022 has ended and we have completed all related activities. Your right to object remains unaffected by this.

What rights do you have?

You have the right to obtain confirmation as to whether or not personal data is processed by us, which categories of data it encompasses, as well as other information, such as the purpose of the processing, the recipient or categories of recipient to whom the data has been or will be disclosed, as well as the period for which the data will be stored, as well as other information outlined in Article 15 GDPR.

You have the right to demand we supply all your personal data or correct any incorrect personal data (Right of access / Right of rectification).

You have the right to request the immediate purge of personal data, or alternatively request a restriction of the processing of your personal data. (Right to purge).

You have the right to receive all personal data with which you provided us in a structured, commonly used and machine-readable format as well as request the data be transmitted to another controller (Right of portability).

You have the right to withdraw your given consent at any time without cause, in perpetuity. When you withdraw your consent, we are no longer allowed to process any personal data to which use you formerly consented, in perpetuity. Please direct all permission withdrawal requests to privacy@munich2022.com (Right of withdrawal).

In case we process your personal data based on our legitimate interests, you can object to their future use at any time on grounds relating to your particular situation. However, we may not always be able to comply, for example in case legal regulation requires us to process your data (Right to object).

In case your objection concerns direct marketing, you have a general right to object. In that case we will abide by your right to object without you having to make your case concerning special circumstances. Please direct all objections to privacy@munich2022.com.

In addition, you have the right to enter a formal complaint with the responsible supervisory authority. The supervisory authority for us is the Bavarian Data Protection Commissioner (BayLfD). However, you can also contact your local regulatory body or that of your employer.

You can contact BayLfD at Wagmüllerstr. 18, 80538 Munich, phone at +49 (0) 89 313 6730 or online at https://www.datenschutz-bayern.de .

Last modified on November 22nd, 2021